ACADEMIC TRAVEL is any student travel associated with the academic program, whether as part of a course or enrichment activity or student project. Academic travel may be led or sponsored by a faculty or staff member or undertaken by a student on their own with Lawrence support. Local travel and day trips have fewer requirements than long-distance or overnight trips. International trips require the involvement of the Off-Campus Programs office. All faculty and staff travel, alone or with students, is subject to the university's Travel and Business Expense Policies and Procedures, which provide information about how to make travel arrangements, manage expenses, and receive reimbursements.
Type of Travel
Find information for:
- Local travel (field trips) - within 30 miles of campus
- Excursions (day trips) - within 200 miles of campus
- Long-distance or overnight trips (domestic) - require travel forms and approval
- International travel - require additional travel forms and have earlier deadlines
Travel as Part of a Course
If travel is a required component of a course, then the course syllabus should state the travel dates and destinations, a summary of activities, and the program fee. If travel is optional (as for field trips), then students who cannot participate should be offered alternatives to earn equivalent course credit.
Student Eligibility & Accessibility Services
For long-distance, overnight, or international travel, the faculty/staff trip leader or sponsor should check with the Dean of Students whether students are eligible to participate (send a roster to firstname.lastname@example.org). For any travel involving students who need disability accommodations, the trip leader or sponsor should make the appropriate arrangements and consult with the Accessibility Services Coordinator (email@example.com) for guidance. Where travel is not an essential component of the course, a student who cannot participate due to ineligibility or disability should be offered an alternative way to satisfy course requirements.
Authorized Drivers & Vehicles
All drivers who transport students, faculty, staff, official university guests, or Lawrence-owned equipment must be Lawrence University authorized drivers, whether they drive fleet vehicles or personal vehicles. Drivers must conform to the requirements of the vehicle use policy concerning age, permissible roads and speeds, and required rest periods. Personal vehicles must have personal insurance coverage that meets the standards in the vehicle use policy, and insurance and trip information must be submitted on a personal vehicle information form. See the sub-pages for access to authorized driver applications and vehicle forms.
Release Forms & Insurance
All participants must sign an assumption of risk & release of liability for any travel that is more than 200 miles from campus, includes an overnight stay, or involves strenuous or high-risk activity beyond normal daily routines. In addition, anyone who travels outside the U.S. must be enrolled in Lawrence’s CISI group travel insurance at least one month before departure.
International Travel Restrictions
Lawrence does not sponsor travel to a country with a U.S. State Department level 4 travel advisory, and an exemption is required to travel to a location with a level 3 travel advisory. See the sub-page on International Travel for more information.